MS-Excel:

Microsoft Excel is a commercial spreadsheet application, written and distributed by Microsoft for
Microsoft Windows. It is a spreadsheet tool capable of performing calculations, analyzing data
and integrating information from different programs. It is a computerized accounting tool. Data is
always entered in a cell and formulas and functions to process a group of cells is easily available.
Features of MS-Excel:
 Basic Mathematical computation like addition, average, counting, etc.
 Preparing charts and graphs on a group of related data
 Computation based on logical comparisons
 Data entry
 Data and Cell formatting including Conditional formatting of database
 Sorting and filtering the data
Basic Terminology:
Workbook: A workbook is the MS Excel file in which user can enter and store related data.
Worksheet: A worksheet is also known as a spreadsheet. It is a collection of cells on a single
“sheet” where users actually keep and manipulate the data. By default each workbook contains
three worksheets namely Sheet 1, Sheet 2, Sheet 3.
Row: rows travel horizontally and are numbered.
Column: columns travel vertically and are assigned letters.
Cell: cells are the basic rectangular building blocks of a spreadsheet. A cell is the intersection
between a row and a column on a spreadsheet / worksheet. The 1st cell of any sheet is A1.
Chart:
Charts are graphical representations of numeric data. Charts make it easier for users to
compare and understand numbers, so charts have become a popular way to present numerical
data. Every chart tells a story. Stories can be simple: “See how our sales have increased” or
complex: “This is how our overhead costs relate to the price of our product.” Whether simple
or complex, the story should be readily understandable.
Types of Chart:-
Excel has 14 types of Standard Charts and each of these types have several sub-types of chart
1. Column Chart: - A column chart shows data changes over a period of time or illustrates
comparisons among items. Categories are organized horizontally, values vertically, to
emphasize variation over time. The 3-D perspective column chart compares data points along
with two axes.
2. Bar Chart: - A bar chart illustrates comparisons among individual items. Categories are
organized vertically, values horizontally, to focus on comparing values and to place less
emphasis on time.
3. Line Chart: - Line charts are available in a 2-D version or a 3-D version that is sometimes
called a ribbon chart. An area chart is a line chart with the area below the line filled. Line
charts are typically used to show one or more variables (for example, sales, income, price)
changing over time.

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4. Pie Chart: -A pie chart shows the proportional size of items that make up a data series to the
sum of the items. It always shows only one data series and is useful when users want to
emphasize a significant element.
5. XY (Scatter) chart: - A XY (scatter) chart either shows the relationships among the numeric
values in several data series or plots two groups of numbers as one series of XY coordinates.
This chart shows uneven intervals — or clusters — of data and is commonly used for scientific
data.
When you arrange your data, place X values in one row or column, and then enter
corresponding Y values in the adjacent rows or columns.
6. Area Chart: - An area chart emphasizes the magnitude of change over time. By displaying the
sum of the plotted values, an area chart also shows the relationship of parts to a whole.
7. Doughnut Chart: -Like a pie chart, a doughnut chart shows the relationship of parts to a
whole, but it can contain more than one data series. Each ring of the doughnut chart represents
a data series.
8. Surface Chart: - A surface chart is useful when you want to find optimum combinations
between the two sets of data. As in a topographic map, colors and patterns indicate areas that
are in the same range of values. This chart shows the various combinations of temperature and
time that result in the same measure of tensile strength.
9. Bubble Chart: - A bubble chart is a type of XY (scatter) chart. The size of the data marker
indicates the value of a third variable. To arrange your data, place the x values in one row or
column, and enter corresponding y values and bubble sizes in the adjacent rows or columns.
10. Stock Chart: - The high-low-close chart is often used to illustrate stock prices. This chart can
also be used for scientific data, for example, to indicate temperature changes. You must organize
your data in the correct order to create this and other stock charts. A stock chart that measures
volume has two value axes: one for the columns that measure volume, and the other for the stock
prices. You can include volume in a high-low-close or open-high-low-close chart.
11. Cylinder Chart: -The cylinder data markers can lend a dramatic effect to 3-D column and bar
charts.
12. Cone Chart: - The cone, and pyramid data markers can lend a dramatic effect to 3-D column
and bar charts.
13. Pyramid Chart: - The pyramid data markers can lend a dramatic effect to 3-D column and
bar charts.
14. Radar Chart :- In a radar chart, each category has its own value axis radiating from the center
point. Lines connect all the values in the same series. A radar chart compares the aggregate
values of a number of data series.

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Basic Ms-Excel Wizard:

Ms-Excel File Extension:

The extension of Ms-word file is .xls. From Ms-office 2007 onwards, the extension is changed to
.xlsx.
Basic steps to work with Ms-Excel
To open a workbook
 Click the Microsoft Office Button, and then click Open.
 Navigate to the folder that contains the workbook you want to open.
 Click the workbook, and then click Open.
To create a new workbook
 Click the Microsoft Office Button, and then click New.
 In the New Workbook window, click Blank Workbook.
 Click Create.
To save a workbook
 Click the Microsoft Office Button, click the Save button.
 Type a name for the file.
 Click Save.
To display a worksheet
 Click the sheet tab of the worksheet you want to display.

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To create a new worksheet
 Right-click the sheet tab of the worksheet that follows the location where you want
to insert a worksheet, and then click Insert.
 In the Insert dialog box, double-click Worksheet.
To rename a worksheet
 Double-click the sheet tab of the worksheet you want to rename.
 Type the new name of the worksheet, and then press Enter.
To change the order of worksheets in a workbook
 Drag the sheet tab of the worksheet you want to move.
To hide a worksheet
 Hold down the CTRL key and click the sheet tabs of the worksheets you want to
hide.
 Right-click any selected worksheet tab, and then click Hide.
To unhide a worksheet
 Right-click any worksheet tab, and then click Unhide.
 Click the worksheet you want to unhide, and then click OK.
To delete a worksheet
 Hold down the ctrl key and click the sheet tabs of the worksheets you want to delete.
 Right-click the selection, and then click Delete.
To change a row’s height or column’s width
 Select the rows and columns you want to resize.
 Drag a row or column border until it is the desired size.
To insert a column or row
 Right-click the column header to the right of, or the row header below, where you want
the new column or row to appear, and then click Insert.
To delete columns or rows
 Select the rows or columns you want to delete.
 Right-click the selection, and then click Delete.
To hide columns or rows
 Select the rows or columns you want to hide.
 Right-click a row or column header in the selection, and then click Hide.
To unhide columns or rows
 Click the row or column header of the row above or the column to the left of the
rows or columns you want to unhide.
 Hold down the Shift key and click the row or column header of the row or column
below or to the right of the rows or columns you want to unhide.
 Right-click the selection and then click Unhide.

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To insert a cell
 Select the cells in the location where you want to insert new cells.
 Display the Home tab.
 In the Cells group, in the Insert list, click Insert Cells.
 Select the option representing how you want to move the existing cells to make room
for the inserted cells. Then click OK.
To delete cells
 Select the cells you want to delete.
 Display the Home tab.
 In the Cells group, in the Delete list, click Delete Cells.
 Select the option representing how you want the remaining cells to fill in the
deleted space.
 Click OK.
To zoom in or out on a worksheet
 Click the Zoom In control to make your window‟s contents larger.
 Click the Zoom Out control to make your window‟s contents smaller.
 Drag the Zoom slider control to the left to zoom out, or to the right to zoom in.
To zoom in or out to a specific zoom level
 On the View tab, in the Zoom group, click Zoom.
 Select the Custom option.
 Type a new zoom level in the Custom field.
 Click OK.
To hide and display the Ribbon
 To hide the Ribbon, double-click the active tab label.
To hide the formula bar
 On the View tab, in the Show/Hide group, clear the Formula Bar check box.
To copy and paste cells
 Select the cells you want to copy.
 On the Home tab, in the Clipboard group, click Copy.
 Click the cells into which you want to paste the values.
 On the Home tab, in the Clipboard group, click Paste.
To find data within a worksheet
 On the Home tab, in the Editing group, click Find & Select, and then, in the list, click
Find.
 Type the text you want to find, and then click Find Next.
To replace a value with another value within a worksheet
 In the Editing group, click Find & Select, and then, in the list, click Replace.

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 Type the text you want to replace.
 Type the text you want to take the place of the existing text, and then click Find Next.
 For each search term located, click Find Next, follow any of these steps,
and then repeat:
o Click Replace to replace the text.
o Click Find Next to skip this instance of the text
and move to the next time it occurs.
o Click Replace All to replace every instance of the text.
To create a formula
 Click the cell to enter a formula.
 Type „=‟ in that cell
 Type the expression within the parenthesis to p e r f o r m the calculation
 Press Enter
To apply a filter to a worksheet
 Click any cell in the range you want to filter.
 On the Data tab, in the Sort & Filter group, click Filter.
 Click the filter arrow for the column by which you want to filter your worksheet.
 Select the check boxes next to the values by which you want to filter the list.
 Click OK.
To clear a filter
 Click any cell in the filtered range.
 On the Data tab, in the Sort & Filter group, click Clear.
To create a validation rule
 Select the cells you want to validate.
 On the Data tab, in the Data Tools group, click the Data Validation, and then,
in the list, click Data Validation.
 In the Allow list, click the type of data you want to allow.
 In the Data list, click the condition for which you want to validate.
 Type the appropriate values in the boxes.
 Click the Input Message tab.
 Select the Show input message when cell is selected check box.
 Type the message you want to appear when the cell is clicked.
 Click the Error Alert tab.
 Select the Show error alert after invalid data is entered check box.
 In the Style list, click the icon you want to appear next to your message.
 Type a title for the error message box.
 Type the error message you want.

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 Click OK.
To turn off data validation in a cell
 In the Data Validation list, click Clear Invalidation Circles.
To create a custom list of text
 Click the Microsoft Office Button.
 Click Excel Options.
 Click Popular.
 Click Edit Custom Lists.
 Click New List.
 Type the custom list you want. Separate each entry by pressing Enter.
 Click Add.
 Click OK twice to close the Custom Lists dialog box and the Excel Options
 dialog box.
To create a chart
 Click any cell in the data table.
 On the Insert tab, in the Charts group, click the desired chart type, and then click
the desired chart subtype.
To protect Ms-Excel worksheet
 Office button → Prepare → Encrypt Document → Write Password → OK
Some of the basic Ms-Excel Functions:
1. PRODUCT:
This function is useful to multiply many cells together.
Syntax
PRODUCT(number1,number2,...)
Number1, Number2, ... are the numbers that you want to multiply.
2. POWER
Returns the result of a number raised to a power.
Syntax
POWER (number, power)
Number is the base number. It can be any real number.
Power is the exponent to which the base number is raised.
Remark
The "^" operator can be used instead of POWER to indicate to what power the base number is to
be raised..
3. SUM
Adds all the numbers in a range of cells.
Syntax
SUM(number1,number2, ...)
Number1, Number2, ... are the arguments for which you want the total value or sum.

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4. AVERAGE
Returns the average (arithmetic mean) of the arguments.
Syntax
AVERAGE(number1,number2,...)
Number1, Number2, ... are the numeric arguments for which you want the average.
5. UPPER
Converts text to uppercase.
Syntax
UPPER(text)
Text is the text you want converted to uppercase. Text can be a reference or text string.
6. LOWER
Converts all uppercase letters in a text string to lowercase.
Syntax
LOWER(text)
Text is the text you want to convert to lowercase. LOWER does not change characters in text that
are not letters.
7. PROPER
Capitalizes the first letter in a text string and any other letters in text that follow any character
other than a letter. Converts all other letters to lowercase letters.
Syntax
PROPER(text)
Text is text enclosed in quotation marks, a formula that returns text, or a reference to a cell
containing the text you want to partially capitalize.
8. IF
Returns one value if a condition you specify evaluates to TRUE and another value if it evaluates
to FALSE.
Use IF to conduct conditional tests on values and formulas.
Syntax
IF(logical_test,value_if_true,value_if_false)
Logical_test is any value or expression that can be evaluated to TRUE or FALSE.
Value_if_true is the value that is returned if logical_test is TRUE.
Value_if_false is the value that is returned if logical_test is FALSE.
9. EXACT
Compares two text strings and returns TRUE if they are exactly the same, FALSE otherwise.
EXACT is case-sensitive but ignores formatting differences. Use EXACT to test text being
entered into a document.
Syntax
EXACT(text1,text2)
Text1 is the first text string.
Text2 is the second text string.

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10. MOD
Returns the remainder after number is divided by divisor. The result has the same sign as divisor.
Syntax
MOD(number, divisor)
Number is the number for which you want to find the remainder.
Divisor is the number by which you want to divide number
11. TRIM
Removes all spaces from text except for single spaces between words. Use TRIM on text that you
have received from another application that may have irregular spacing.
Syntax
TRIM(text)
Text is the text from which you want spaces removed.
12. CONCATENATE
Joins several text strings into one text string.
Syntax:
CONCATENATE(text1, [text2], ...)
Text1, Text2 represents the different text strings i.e. Text1, text2,... are the text items to be joined
into a single text item.

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